How to keep an inventory for insurance claims in 2026

Q: Is Packing Buddy free to use?

Without an account you get 3 test boxes per device. With a free account you get 10 boxes, 25 AI reads and up to 4 photos a box. The paid plans are Plus, at $12.99 a month or $59 a year for 100 boxes, and Pro, at $19.99 a month or $99 a year with unlimited boxes. Check the current prices on the site before you sign up.

Keep a room by room list with photos, receipts and serial numbers, and check it once a year. Steps, tools and mistakes to avoid.

By CleverDings · 2026-10-26

CleverDings is published by the makers of Benefit Buddy, Postal Buddy and Packing Buddy, which are compared here alongside other apps.

Walk each room, photograph each item, write down its details and proof of purchase, and keep a copy somewhere other than the home. Then review the list once a year.

Option	What it does	Cost
Packing Buddy	You take photos of what goes into a moving box, and AI lists the items and picks the room. ^[1]	Free: 3 test boxes per device without an account; with a free account, 10 boxes, 25 AI reads and up to 4 photos a box. ^[1] Plus costs $12.99 a month or $59 a year for 100 boxes; Pro costs $19.99 a month or $99 a year, with unlimited boxes and Bluetooth printers. ^[1]
Your insurer's claim portal	Not published here; check whether it has an inventory form and which format it accepts.	Not published
A spreadsheet or notes app	Not published here; check whether you can attach photos and receipts to each row.	Not published
A home inventory app	Not published here; check what it stores and whether you can export the list.	Not published

What you need before you start

Most of the work is gathering facts and photos before you need them. Having them in one place makes a claim easier to file and saves you from repeating the same work room by room.

Set up a simple structure first: one section for each room, with its items listed under it. For each valuable item, note the date you bought it, what it cost, and where the receipt or proof of purchase is kept. Keep serial numbers for electronics and appliances, and take a photo of each item along with any label or model plate.

Also write down your policy number, your insurer's claim phone number, and any reporting deadline stated in your policy. Keep a copy of the whole file outside the home, such as with a relative or in cloud storage, so it survives if the house is damaged.

Step by step

Walk each room. Go room by room with your phone and note every item of value, including furniture, appliances, electronics, clothing, tools and decor.
Photograph each item. Take a clear photo of each item and of any label or serial number plate.
Record the details. For each item, write the name, brand, model, approximate age, purchase date, price paid and serial number where you can find it.
Attach proof of purchase. Scan receipts, bank statements or card records and link each one to the matching item.
Estimate replacement value. Note what it would cost to replace each item today, using a current store price or a listing for the same model.
Group items by room. Keep the list organized by room so an adjuster can follow it without help.
Store copies off site. Keep one copy in cloud storage and another with a relative or on a drive kept outside the home.
Update after changes. Add new purchases, remove items you have sold or thrown out, and add new photos.
Review once a year. Check the list every year and before your policy renews. Ask your insurer which format it accepts for claims, and keep your list in that format.

Tools that can do it

Several kinds of tool fit this job. Pick based on whether you want photos grouped for you or prefer a plain list, and whether your insurer accepts the format the tool produces.

Your insurer's claim portal. Not published here; check whether it has an inventory form and which format it accepts.

A spreadsheet or notes app. Not published here; check whether you can attach photos and receipts to each row.

A home inventory app. Not published here; check what it stores and whether you can export the list.

Packing Buddy. Packing Buddy is made by the team that publishes this site. You take photos of what goes into a moving box, and AI lists the items and picks the room. ^[1] You can search your boxes to find which box an item is in. ^[1] On a computer you can choose photos you already took, with nothing to install. ^[1] It runs on phones and in a web browser. ^[1] If you cancel, you keep your boxes and can still open, edit, reprint and search them, but you cannot add new ones. ^[1] Its boxes are built around moving, so check whether its item lists and room labels cover what your claim needs before you rely on it.

Common mistakes to avoid

Waiting until after a loss. Build the list while everything is in place, not while you are dealing with damage.
Keeping photos without proof of purchase. Photos show what you own, and receipts or card records show what you paid. Keep both.
Storing the only copy at home. If the home is damaged, a copy kept inside it may be lost too.
Guessing at values. Check the original receipt or a current listing for the same model instead of relying on memory.
Letting the list go stale. Add new purchases and remove sold items, so the list matches what you own.
Missing a deadline. Write down your policy's reporting deadline and keep it on the first page of your file.
Ignoring the insurer's format. Ask in advance which format the insurer accepts, so you do not have to rebuild the list later.

Frequently asked questions

Where to start keeping an inventory for insurance claims?

Start with one room. Photograph the items there, write down the brand, model and purchase date, and gather receipts or card records for the valuable ones. Then move to the next room. Keep a copy of the finished list outside the home, such as in cloud storage or with a relative, and update it after major purchases or sales. Check with your insurer which format it accepts so you know what to keep.

What should an insurance claim inventory include?

Each item's name, brand, model, approximate age, purchase date, price paid and serial number where available. Add a photo of each item, copies of the receipts or statements that show the purchase, and an estimate of what it would cost to replace today. Group the entries by room, and note the policy number and claim phone number on the first page so the list is easy to find when you need it.

Can Packing Buddy list items from photos?

You take photos of what goes into a moving box, and AI lists the items and picks the room. ^[1] Its boxes are built around moving, so check that the item list and room labels cover what your claim needs. Treat the AI list as a starting point and compare it against your own notes before you rely on it.

Is Packing Buddy free to use?

Without an account you get 3 test boxes per device. ^[1] With a free account you get 10 boxes, 25 AI reads and up to 4 photos a box. ^[1] The paid plans are Plus, at $12.99 a month or $59 a year for 100 boxes, and Pro, at $19.99 a month or $99 a year with unlimited boxes. ^[1] Check the current prices on the site before you sign up.

Can Packing Buddy be used on a computer?

The web app is live, and on a computer you can choose photos you already took, with nothing to install. ^[1] Phones are supported too. ^[1] If you cancel a paid plan, you keep your boxes and can still open, edit, reprint and search them, but you cannot add new boxes. ^[1]

Free: 3 test boxes per device without an account; with a free account, 10 boxes, 25 AI reads and up to 4 photos a box. ^[1]

Try Packing Buddy

Sources

Packing Buddy's own description of itself (the product of this site's publisher)